When you know the item you are looking for but maybe do not know the supplier, a Text Search is the best way to find it. A free text catalogue search can be undertaken in one of two places:

• Quick Search: located at the top of the PECOS P2P application.
• New Search: located in the Item Search screen.

Text entered into either of these boxes will be used to search all searchable fields in all the catalogues that you have access to. It is therefore a very powerful search which may present you with a wide range of results. For example, entering the word ‘paper’ could return results such as 'paper clips', 'note paper', 'paper recycling services' and 'toilet paper'! It may also return items such as 'notebooks', because they are classified as paper goods.

The following catalogue fields are searchable:

• Supplier Item Number (Sku Code)
• Supplier Name
• Item Description 
• Manufacturer Name
• Manufacturer Part Number
• Unit Price
• Unit of Measure (i.e. the code, not the description)
• Unit of Measure Quantity Unit (i.e. the code, not the description)
• Long Description 
• GTIN
• Contract ID
• Category Code Description
• Category Code Key (i.e. the number)
• Catalogue Name 
• Page Number

The following sections describe the options available for text searches to enable you to create an accurate and logical search string. Additionally, beneath the New Search box in the Item Search screen, are two additional check boxes: Synonyms and Spell checker, which you can use to refine your search further.

3.4.1 Multiple Words and Boolean Characters

Multiple words can be entered to create a refined search. The Boolean characters of ‘and’, ‘not’ and ‘or’ can be used, with ‘and’ being the assumption between each separate word entered if a space is used. Words may be entered in any order.

• Entering 'crepe or paper' brings back results searching through all fields with crepe or paper text in any one of the searchable fields. 
• Entering 'crepe and paper' brings back results searching through all fields with crepe and paper text in any one of the searchable fields.
  Note that 'and' is the default and always assumed, therefore not needing to be specified. In this example a search for 'crepe paper' will have the same effect as 'crepe and paper'. 
• Entering 'crepe not paper' brings back results searching through all fields with crepe but not paper text in any one of the searchable fields.
  
  It is possible to use mixed Boolean separators within a search string, however the system does not use any set precedence. The search engine will attempt to associate each Boolean attribute individually to the text either side of it, which may, potentially, cause conflict. It is recommended therefore to be cautious when using multiple Booleans to create exceptions or exclusions in a search: it is best to keep the initial search simple and use the search results filter to refine the initial search.

Note that the text search is not case sensitive.

3.4.2 Exact Matches

An exact text match can be achieved using double quotes. For example “black pen” will bring back results matching the exact text in any of the search fields. Searching 'black pen' without the quotes will search for black and pen (using the Boolean) in any one of the searchable fields.

Speech marks may be included in a search string if they are encased. For example, to search for copper wire that is six inches in length using the double quote symbol: “6” copper wire”. This will undertake an exact search for 6" copper wire, stripping away the outer quotes.

3.4.3 Wildcard Characters

A wildcard character of either an asterisk (*) or percentage (%) can be inserted at the beginning, middle or end of any word. This allows you to search using a partial text string where you are not sure of a spelling. The wildcard will be taken to assume ‘any character’. For example:

• 'vacu*' will return results for words that start with 'vacu' and will return results for vacuum cleaners.
• 'ta%e' will return results for words that start with 'ta' and end with an 'e', such as 'tape', 'taupe' and 'taste'.
• 'pas* pip* cap*' would return results for a capillary stem pasteur pipette.

3.4.4 Mixed Options

As you gather in confidence using text search strings and get acquainted with your supplier catalogues you can begin to mix search options. Multiple words, Boolean characters and wild cards can all be used together to quickly find items.

For example, to find a box of formatted 3.5” diskettes manufactured by Sony we could enter the search text: “sony disk* not unformatted”.

For example, to find blue and black fine tip pens from the supplier Corporate Express we could enter the search text: “fine pen corporate not red green”

3.4.5 Synonyms

This check box is available for a for New Search in the Item Search screen and allows for searches where different supplier’s terminology may differ slightly. For instance, if you are looking for “laptop” computers and your suppliers have listed these items as “notebook” or “portable” computers, the synonym search enables the system to recognise that “laptop”, “notebook” and “portable” may mean the same thing.

Each time any one of these words is entered in the New Search box, PECOS P2P will search for all of them: they have become synonymous with each other.

3.4.6 Spell Checker

This check box is available a for New Search in the Item Search screen and allows PECOS P2P to find items even if the search criterion is misspelled. An example would be “xerographic paper”. A user who has the Spell Check box turned on, who misspells this item as “zerographic”, would still find the correct item. When the spell checker box is ticked PECOS P2P looks for an approximate match to the word(s) entered.

3.4.7 Preferred Items

Some catalogue items may have been assigned a preferential rating by your system administrators or contract managers, in order for you to make a more informed purchasing decision. These items will appear by default at top of the search results list. If you wish to refine your search results to include only items that are marked as preferred, check the 'Preferred Items Only' box at the top of the screen.
It is also possible that your administrators have allowed access only to preferred items and preferred suppliers, in which case non-preferred items will not appear in catalogue search results, irrespective of the 'Preferred Items Only' selection.